MINUTES

Representing MAY Management Services Patti Brown, Property Manager;  Debby Powers recording secretary.  Several residents were also present. 
CALL TO ORDER
A quorum was established and President Angela Diaz called the meeting to order at 6:05 p.m.

APPROVAL OF MINUTES  Corrections were made to the August minutes.  Hal Hitch moved to approve the August  Board of Directors Meeting minutes as amended.  Rick Cantwell seconded the motion and it was unanimously carried.

FINANCIAL REPORT   Mr. Reinheimer was absent, but recommended approving the July financial report via e-mail.   The delinquencies were reviewed and it was noted that the Association still has $23,000 in delinquent accounts.

MANAGEMENT REPORT Patti Brown included her property tour report and explained that process.  She also reported that the citation numbers will consist of the year/month/and number.  She also explained because one homeowner has a repeat offense of allowing his boat on property he is scheduled for the October 2nd hearing.   

She also reported that there are dead oleander plants inside the fence at the last pond at the second entrance. Angela Diaz suggested having the landscaper check them to see if it is caterpillar damage and try to save them, or if they are dead to pull them out.  Patti Brown reported that there are a lot of plants touching the fence.  There was discussion about whether trimming should be done once a year or more.  This is an extra cost to the Association, and Patti Brown will get an estimate for trimming enough to last a year.  Angela Diaz instructed to have everything cut – vines, limbs, and shrubs that are touching the fence on community property.  Patti Brown explained that three owners that have work going on and have no ARC approval.  It was noted that all of this work has been done by one vendor.  Patti Brown will write violation letters. 

Patti Brown also presented a sample used in another community about giving homeowners roof recommendations.  Angela Diaz asked that she give this information verbally to residents who ask, not in writing.  

Patti Brown also reported that at 517 Moss Wood Trace East the homeowner has two dead trees about 12 foot tall that are in the preserve and he has asked them to be removed. Patti Brown does not believe they are in danger of falling on the home.  She also explained that she has an estimate of $750 to remove two other dead pine trees in the preserve.   Angela Diaz gave approval to have the two dead pine trees removed for $750 and Patti Brown will ask the vendor if he will also remove the two small trees at Moss Wood Trace at the same time for no additional cost.  If the vendor will not do this for $750, the two small trees at Moss Wood Trace will be placed on a list until there are more trees to remove.    

Ms. Brown reported that Janet’s schedule will revert back to Monday and Friday and Angela Diaz asked that Janet clean the clubhouse floor once a month.  

Patti Brown also talked to Tobe’ Budner about mailboxes.   She explained that the mail box standard is the standard that Arvida put in place.  She also explained that if the Board wants to, they can ask ARC to adopt a new mailbox policy, which would be in effect when the homeowner replaces the mail box.  Discussion was held.   

A violation was discussed, where Patti Brown told the owner he could wait until he comes back in November to do the repair.  Angela Diaz agreed that he should be sent another violation letter, but then decided Patti Brown should give him until November 15th.

UNFINISHED BUSINESS - R & D Landscape Contract Proposal - The Board members discussed R&D's proposal.  Tom Bufford proposed that the Association could save money by having them mow around the lakes every other week in the non growing season.  Rick Cantwell suggested to accept their proposal to the end of the year and then inform them that the Association is going to re-bid the whole contract.   Patti Brown suggested that the Board could increase the contract to $62,000, but require that R&D provide full-service.  Angela Diaz also noted that it has been two weeks without annual flowers.  Patti Brown will send R&D and e-mail informing them of the Board's decision and let them come up with the addendum. 

COMMITTEE REPORTS

ARC- The Committee will meet tomorrow.
CIVIC AFFAIRS- The deadline was extended until February 2012 to get permits to proceed with the CR210 road widening.  At the request of the Ponte Vedra Coalition subcommittee involved with the planned CR210 four-laning project and Commissioner Manuel,  Engineers are  preparing plans for a two lane improvement option (including sidewalks and bike paths) for presentation to the SJC County Commissioners.

COMMUNITY AFFAIRS - A community garage sale will be held on October 13th.
Covenant Enforcement - Hearings are set for October 2^nd  and October 18th.

Landscape Committee – Previously discussed. 

OM&W COMMITTEE: No new activity.

SAFETY AND SECURITY COMMITTEE:  Angela Diaz reported that there was a mysterious vandalism in the bathroom, but it disappeared before anyone could repair it.  Angela Diaz requested the company that installed the camera to come in some evening to teach the Board members how to view the tapes.

NEW BUSINESS -Pool Shade - Patti Brown explained a wooden pergola at one property and a canvas shade at another property.  Angela Diaz will look at both Seawalk and Jacksonville Golf and Country Club pools. 

Annual Meeting - The date of the annual meeting will be December 11 at 6 p.m..  In October, Patti Brown will send out a candidate letter. Kim Allenton was present and agreed to run for the Board.   Next month the Board meeting will be a pre-budget meeting.

OPEN FORUM -  A resident asked about the status of the entrance sign.  Angela Diaz explained that a Sign Committee is looking at the options of replacing and redesigning both entrance signs.

A resident asked if the Board has discussed any further about gating the community.  Angela Diaz explained that this can be revisited, if they find the community is having problems.  Currently there are no volunteers to work on updating this as a project and reporting back to the board. 

A resident asked about mailboxes, and it was explained that Mrs. Cantwell is going to get volunteers to come up with a proto-type, get pricing, and bring up the options to the residents at the annual meeting.  A survey will be sent out to the homeowners.  Patti Brown suggested one survey might include the mail boxes, tennis court, and gate.

Mrs. Wagner spoke about a recent dog situation.  She received letters from MAY Management and felt it was a knee-jerk situation.  She explained that there were no witnesses to the incident.  She stated she has lived in the community nine years and now she feels as though she is getting harassed.  

Hal Hitch explained, when there is such an issue, MAY Management will ask the Board members how to proceed and Mr. Hitch also explained that the Covenant Enforcement Committee may be asked to investigate.  Rick Cantwell added that the Association's covenants state that homeowners are responsible for making sure their pets are not a nuisance, which would include excessive noise or running loose. 

Mrs. Wagner explained that one neighbor is constantly complaining and she feels that this is selective enforcement.  Another resident stated that there is enforcement only when someone complains.  Another resident felt that MAY Management should be objective.  Patti Brown explained that she does not send a letter every time a neighbor complains about another neighbor.  She explained that she works for the Board of Directors, and follows their direction. 

A resident complained that there is no forum for neighbors to bring up violation issues.  Tom Murta explained that the Board and MAY Management can't control the neighbors’ complaining.   He explained if a person sees a violation they can report it to MAY Management.  Tom Murta further explained that the Board had to be involved in this issue because it was escalated by a resident that the dog was a danger. 

Hal Hitch stated he is aware of the problems and discontent among the neighbors in this particular cul de sac and he is willing to unofficially sit with the homeowners who live in this cul de sac to figure out how to get the neighbors back together again.